Scope
Description
This RFP seeks proposals from experienced Managed IT Service Providers capable of delivering secure, scalable, agile, and proactive support. We are seeking a partner who can anticipate the evolving needs of a cutting-edge R&D funding agency and provide forward-thinking solutions that enable ARIA's mission and growth.
The scope is to deliver ARIA's full IT capability, including:
● Delivering dependable, day-to-day operational support that scales with our growing operations.
● Supporting the integration and ongoing evolution of a complex, cloud-based technology ecosystem.
● Continually strengthening our security posture in line with UK-government and NCSC frameworks.
● Contributing to a tech-forward, security-conscious culture through policy, training, and enablement.
The total contract value for standard service delivery is anticipated to be up to £1.25m for the initial 36-month term. This figure does not include costs for additional project support, extended hours, or pass-through costs for software and hardware - for this we anticipate an approximate additional £1.8m for the duration of the initial term.
Total value (estimated)
- £4,000,000 excluding VAT
- £4,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 February 2026 to 1 February 2029
- Possible extension to 2 February 2031
- 5 years, 1 day
Description of possible extension:
The initial term of the contract will be 36 months. ARIA reserves the right to extend the contract by up to an additional 24 months, in 12-month increments, subject to mutual agreement and continued satisfactory performance.
Options
The right to additional purchases while the contract is valid.
As above, ARIA reserves the right to extend the contract by up to an additional 24 months, in 12-month increments subject to mutual agreement and continued satisfactory performance.
There will also be options for additional project support, extended hours, or pass-through costs for software and hardware - for this we anticipate an approximate additional £1.8m for the duration of the initial term.
Main procurement category
Services
CPV classifications
- 72222300 - Information technology services
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
17 October 2025, 11:59pm
Submission type
Tenders
Tender submission deadline
29 October 2025, 2:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
12 December 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Criteria B - Your Approach to Service Delivery | Quality | 40% |
| Criteria A - Background, Profile, Experience and Expertise | Quality | 20% |
| Criteria C - Demonstration of Resource | Quality | 20% |
| Criteria D - Commercial Proposal | Cost | 20% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
See RFP document on https://www.aria.org.uk/supply-to-us for more information
Documents
Associated tender documents
https://www.aria.org.uk/media/qxpjdcjv/rfp-managed-it-service-2025.pdf
Documents to be provided after the tender notice
A supplementary bidder pack with more detail about our IT environment, including specific tools, devices, ecosystem and governance data, can be provided upon request but will require bidders to sign a non-disclosure agreement (NDA). The template NDA can be found here - https://aria.org.uk/media/n1jgitlq/aria-mutual-nda-for-rfp-it-managed-service-2025.pdf, please note the terms are non-negotiable and due diligence will be conducted on the bidder. Please email clarifications@aria.org.uk to request the NDA for signing.
Contracting authority
Advanced Research and Invention Agency
- Public Procurement Organisation Number: PVHN-2521-XHNQ
5 Beaconsfield St
London
N1C 4EW
United Kingdom
Email: tenders@aria.org.uk
Website: https://www.aria.org.uk/
Region: UKI31 - Camden and City of London
Organisation type: Public authority - central government